Purchasing

Create and confirm purchase orders

A purchase order starts as a draft. Confirming it fixes where each line will arrive and shows the ordered stock as incoming until you receive it.

Create a draft purchase order

1. Open Purchase orders, then use New purchase order at the top of the page.
2. Enter the Order number, such as PO-2001, and the Currency, such as USD.
3. In Vendor, choose the contact you are buying from, such as Northfield Ceramics.
4. Enter Expected on, Reported total and Ordered at if you have them. Leave Status as it is.
5. Select Save record.

Add lines

1. Open the order and select New line under Lines.
2. In Variant, choose the SKU you are buying.
3. Enter a Description, the Quantity in the SKU’s selling unit and the Unit cost.
4. Select Save record.

To change a line while the order is a draft, point at it and select Edit.

For example, PO-2001 could order 2 of COAST-JADE-CASE, a case of 12 Jade coasters, at 60.00 USD each.

Choose destinations and confirm

1. In each line’s Destination, choose the location the goods will arrive at.
2. Select Confirm purchase.

Destinations are saved when you confirm. If you leave the order before confirming, Biosphere asks before discarding them. Until every line has a destination, the order says “Choose a destination for every line to confirm.”

After confirming, the order’s status becomes open, its lines are locked, and Incoming shows the quantity still to arrive in each base unit, such as 24 each. If Ordered at was empty, it is set to now.

Fix a purchase that won’t confirm

A purchase line needs a variant with a stock source, and its quantity must be a whole multiple of the SKU’s smallest selling increment. If Biosphere says A purchase SKU needs a valid stock requirement and selling increment., set the variant’s stock source or fix the line. See Set a SKU’s stock source.

Cancel what won’t arrive

1. Open the order and select Cancel remainder.
2. Enter a Reason, then select Cancel remainder in the dialog.

Every line’s unreceived quantity is cancelled and is no longer incoming. Receipts already posted stay in stock. The order’s status becomes closed.

What to know

• The vendor must be a contact with the Vendor role.
• Confirming doesn’t check or change stock on hand; incoming stock is never available to sell until it is received.
• Confirming to a location where the item has never been counted creates its inventory level with Unknown on hand. The first receipt asks for an opening count.
• Only a draft can be edited. After confirming, receive or cancel what remains, and order anything extra on a new purchase order.
• Draft orders and lines can’t be deleted. A draft doesn’t affect stock.
• An order’s currency can’t change once it has lines.